Minutes of 2008 NACAA Annual AM/PIC Committee Chairs & V-Chairs

October 20, 2006 Koury Convention Center; Greensboro, NC

The meeting was called to order by co-chair Mark Tucker at 10:00 a.m. and he welcomed everyone. In attendance were: Karen Neill, Mark Tucker, Norman Harrell, Lenny Rogers, Marjorie Rayburn, Sam Groce, Nancy Keith, Walter Earle, Barry Foushee, Gary Pierce, Greg Hoover, Amy Lynn Albertson, Fred Miller, Steva Allgood & Ava Pope from GSO CVB, Jody Smith, Debbie Roos, Travis Burke, Gerda Rhodes, Joanna Radford, Ben Chase, Heather Odom, Ross Young, Kathy Bunton, Seth Nagy, Allen Caldwell, JB Coltrain, Tyrone Fisher, Kathyrn Holmes, Jim Cowden.

Minutes from last meeting discussed. Walter made motion to accept minutes, JB second; Motion passed.

The liability insurance was discussed. Barry stated that he had not contacted Scott Hawbaker or Tim Hedrick.

Karen introduced Steva & Ava from the Visitor’s Bureau and asked them to talk about how they can help us.

Steva is very familiar with Extension. She is on Advisory Board for Guilford County. Bryant Spivey had emailed her about if they had a booth for 2007 in Michigan. They will have one there. They can help with Registration also. Henry Forte, Executive Director, handles transportation issues. They can help us with all aspects of promoting AM/PIC. Gerda asked how mush lead time they needed for items for registration bags. Steva said they needed about 4 weeks to put items together. The Visitor’s Bureau also has clear bags with Greensboro on them that we can use. Bureau can help with press releases also. They can provide a welcome letter from Mayor if we want.

Ava helped with the original bid and will help with promoting in Michigan.

Committee Reports (condensed version):

If you want full reports send Barry an email and he will send what he has.

 

Transportation

Progress so far:

Holiday Tours can provide enough buses for everything. They have a good reputation. With cost of fuel being so volatile, it is hard to get price commitments this far out. As we pin down the tours and other transportation needs in more detail, we will have the specific information they need to come up with a price. I am working with Darin Smith at Holiday Tours to see if we can negotiate a price based on tour mileage or diesel fuel costs to give us a better idea of what we are dealing with. Estimated cost per bus (full day tour) as of March 2006 was $975.00.

Total estimated cost: $61,475

Mark suggested we look at other bus companies also. Fred stated that NACAA required competitive bids for buses. Fred also suggested we budget for 3 Pre-Conference Tours; Animal Science, Horticulture and possibly one through SARE.

Fred suggested we survey counties about van availability.

Committee needs to get together with Norman about Volunteers on each bus. Walter suggested we have someone in each county that a tour is going that may handle emergency situations with tour participants.

 

Spouses

Will need a hospitality suite where we can bring anything in.

From past national meeting numbers there are 300 spouses expected.

There will be 28-30 workshops offered. The workshops will emphasize hands-on topics.

Spouses' Tours – Tours should likely be a mixture of recreation and professional development.

Spouses' Hospitality – Room will always be staffed. Coffee will be provided where feasible. Can it be brought it?

Spouses' Luncheon – Possible speakers might be Kay Yow, Bill Thompson (staff writer for the Our State Magazine). One idea has been to make this a luncheon for the wife of the national president (Fred's wife!).

This would allow her to have a voice in planning this event.???

Budget –Estimated to be $40,000.

Spouses' Gifts – Tote Bags, Seagrove Pottery

 

Sons & Daughters

Can we get a picture ID card for youth when they register? Much discussion was done on how to accomplish this. Does A&T have this type of equipment?

They will need a room available 24/7, big enough to have all youth gather and socialize.

Meetings/Communications

04/19/05 Liability meeting: Eve Kindley, 4-H agent leads our liability initiative. Discussed: Participant Identification, Volunteer:participant ratios, Special needs, Medical needs, Insurance, Cell phone (other communication), Policies and procedures, Screening of volunteers, and others.

04/21/06 Tours meeting: Morganton Discussed: dozens of tour potentials (conclusions present in brochure), Also discussed various other topics: shadowing national meetings, water/snacks on tours, food stops, T-shirts, trading pins, communication needs, transportation needs (make sure busses have toilets and VCR's), Registration form, Fees, Daycare, Volunteers needed, Medical needs, First Aid, name tags, budget, play/congregation room at hotel, 09/20/06 Tour meeting for Race Day events, Madison County Emails: lots of email communication continues Wiki: A wiki site is set up and somewhat used. Brochure: The formation of the brochure has been our most immediate task.

 

Life Members

Committee is working on tours and workshops for Life Members. One critical part for Life Members is an established hospitality suite they can have available the whole week.

 

Professional Improvement Tour

. The professional improvement tours offered for the 2008 NACAA AM/PIC will highlight the many segments of the agricultural industry. Many of the tours will also include stops at historical sites and unique points of interest.

The Professional Improvement Tours Committee created a Tour Proposal form that was distributed to all North Carolina Agricultural Extension Agents to submit complete tour packages or tour stop suggestions. The committee has met several times to discuss ideas about what it takes to make North Carolina tours great and is now in the process of reviewing and refining submitted tour suggestions.

As of October 20, 2006, there are seventeen tours with a tentative itinerary or need minor editing and twelve tours that are under development or have been proposed (but not reviewed by the committee). The tour committee plans to offer 30 to 35 tours choices that will highlight agriculture in North Carolina. Tours will vary from specific agricultural topics to diverse tours that entire family will enjoy. The majority of the tours will be whole day tours, with a few half-day tours as well.

Some of the tour highlights include: Sampson County agriculture, cited as the number one county in the United States as the best, most profitable place to farm by Farm Futures Magazine; the Biltmore Estate, America's largest home with a visit to the gardens and winery; Hart's Square, an American Heritage Preserve; the Duke Homestead State Historical Site, where the Duke family's financial empire began; R.J. Reynolds Tobacco Company, one of the largest cigarette manufacturers in the United States; Barnes Farming, the world's largest sweetpotato grower, packer, and shipper; Sustainable Agriculture, visit several successful organic farms; Mount Airy, Andy Griffith's hometown that reminds people of Mayberry; plus many more including beef cattle operations, dairy farms, crop production, agricultural industry, gardens, nurseries, wineries, turf farms, agri-tourism, and museums. North Carolina is also the heart of NASCAR racing and several race shops and museums will be visited.

 

Finance

The Finance Committee has opened a checking account “2008 NCACAA AMPIC”. The 2005 and the 2006 auction receipts have gone into this account along with a few smaller sponsorships donated by local county Farm Bureaus.

Also the Finance Committee has constructed a comprehensive initial budget using the 2005 Buffalo and the 2006 Cincinnati AMPIC budgets as a basis. This budget is updated as Committee Chairs send in updated expense information via approval of the AMPIC Co-chairs.

Finally the Finance Committee has set up a “2008 AMPIC Agent Support” spreadsheet to keep track of funds for each agent’s support towards the 2008 AMPIC. This spreadsheet tracks: 2005, 2006 and 2007 auction credits; gifts and payroll deductions; and 2006, 2007 and 2008 sponsorship monies raised. This was set up at the Fundraising Committees request, but Finance will keep track of these funds.

Lenny made motion to allow Meeting Chairs (Karen & Mark) the ability to spend up to $1000 per expenditure for committee meetings (to cover lunch, etc.) Walter second. Motion passed.

 

Fund Raising

Fund raising is on track. We have 3 primary sponsors so far. Bill has met with Progress Energy and asked for them to be primary sponsor.

Kiote Tractor has been contacted. 1 education seminar has been sold to Purina for Michigan with the possibility of doing one in 2008.

Bill sent letters to Southern Region States about possible States Night In on Tuesday night. Contributions will be based on each states membership.

 

Publicity

We have been working to get the invitation video started. There have been some questions on who is paying for this video. We are working to resolve this with the Visitors Bureau and the photographer.

We visited with the publicity chair in Cincinnati about what she would do different.

The committee also has been in contact with an embroidery company concerning shirts, and gifts for agents, spouses and youth.

We have working to get prices for a high speed color copier to run the daily newsletter on during the AM/PIC.

We are also working on getting more agents involved with the committee.

 

Evaluation

Link to the Summary from Evaluation of 2006 AM/PIC is on the Web.

 

 

Reception and Information

3 major functions of committee are:

1. Provide greetings and transportation from airport to hotel. Possible financial support from GCVB for transportation to and from airport. Options are to use county vans driven by agents

2. Work with GCVB to collect area information to then give to registration committee for final distribution in registration packets. Also provide information booth during convention

3. Survey results indicate the membership wants to continue to provide an opportunity for state pictures. Will schedule days and times. Possibly during States Night In on Tuesday night if we do that.

 

Registration

The registration committee has taken notes about the OH/KY meeting and shared our thoughts together about the good things and some of the things we may change.

Scott has asked our committee to be sure to monitor all other committees with registration information get it sent in on time—i.e. Spouses, hotels, tours, etc. I do not have a date yet for this deadline.

Scott Hawbaker will be asking the National Board if we can use their credit card account like they did this year to help the states out. If they would keep the routine used this year in place, it would save us setting up our own account. Scott said that it really did not take much of his time for 2006.

Buffalo used PayPal. However, there are difficulties with this in that we have to register each person with PayPal in order to charge their cards. This can be tedious. Setting up a credit card account through another entity is also somewhat costly especially for only a few transactions. Most companies are looking for 3 year contracts and have hefty penalties for early closures.

Typically the only transactions would be for tour fees. If we keep this to a minimum, that would help.

We do not see any need to rent a cash register.

 

Newsletter

No report at this time. It was asked if we needed a Website committee also and it was decided that Debbie work with John on this.

 

Hospitality

At this time we have been discussing in general the needs of the committee and where we may be able to receive items and goods. These items may be provided by in-kind donations and/or bought at wholesale prices. We have also discussed the need for coolers where we may ask each county to bring a cooler and then purchase the remaining coolers; it may be where we buy 50 and come up with the rest among agents.

We have a copy of the scheduled used in Cincinnati.

NCDA’s web site has many other companies listed that we may contact for products.

 

Banquet

Shadowed the banquet co-chairs in Cincinnati. Have their notes from the banquet and decorations committees as one of the co-chairs was also in charge of decorations.

We would like to explore offering a $100 raffle to those turning in banquet tickets. One issue in Cincinnati was there were more attendees than had been planned for and I will work with the National Vice President to avoid this issue

 

Wednesday BBQ

It was decided to start the BBQ at 5:00 p.m. and end at 8:00 p.m.

We will need some background music (bluegrass, etc.)

Location will be Dixie Classic Fairgrounds in W-S

Price for 2008 quote includes BBQ, fried chicken, green beans, potatoes, stew, slaw, corn sticks, and tea. Price could go either way by 2008.

 

4-H Talent Revue

Travis gave out budget and he stated he was getting in touch with Mark Dearmon. Also, we need a “big” name MC for Revue

 

First Timers

Sunday Reception will be short and sweet. We need refreshments, cookies, milk or ice cream. Make sure we have right combination.

Would like to give them something in addition to ribbon like a hat or bracelet identifying them as First Timers.

Rett Davis is candidate for guest speaker for Monday Luncheon. He will do his talk he did in W-S at Ag Agents State Meeting.

Would like to keep budget the same as past AM/PICs

 

Opening Ceremonies

Chair has contacted 2007 Opening Ceremonies Chair (Dan Rossman). Their discussions have included topics such as theme, length (timing) and past ceremonies.

Chair and vice-chair have composed a list of potential speakers for the National representatives to view. This list contains 7 potential speakers which could be used for various elements of the entire 2008 Conference. Suggestions from multiple Ag agents have been entertained and explored. The list is still open for suggestions until spring of 2007.

A timeline has also been laid out from 2006 through the 2008 Conference which covers initiation and execution of the various responsibilities of this committee. This timeline is being adjusted as new information develops.

Question - What about the video? There was talk about a video being made to show people on the tours. If that is still being advanced, then our committee would like the opportunity to get a shortened version of that video to use during the opening ceremony.

 

Facilities

Room request sheet will be on web site. Let committee know what is needed.

 

Commercial Exhibits

Booth rental information:

We propose that each 8X10 booth space be rented to exhibitors at a cost of $500. We also propose that state sponsors who contribute $2500 or more will receive one free booth space. In addition, based upon the NACAA Annual Meeting Handbook, national sponsors at a level of $2000.00 or more will receive one free 8X10 booth at actual cost to be paid by NACAA. We expect that roughly 75 booth spaces will be available.

Pipe and drapes will be rented from Hollands (336-315-5225). We have made an initial contact with them. Estimated cost for their services will be $50 per 8X10 booth. Additional charges for electrical, internet, tables and chairs may apply.

 

2007 Grand Rapids Meeting

Our committee is making plans to set-up and exhibit at the 2007 NACAA Annual Meeting in Grand Rapids. We are seeking assistance from the Greensboro Convention and Visitors Bureau with the booth in 2007. This process will help prepare the group for the exhibits in 2008 and will serve to encourage agents and their families to come to North Carolina in 2008. We will need assistance with staffing the booth for the 2007 meeting.

 

Other Activities:

Eileen Coite attended the 2006 meeting, observed the exhibits there and spoke with many of the exhibitors. She received some good comments from the exhibitors and ideas for our exhibits in 2008.

Bryant Spivey contacted the 2006 Commercial Exhibits Committee Chair, Mike Estadt. He has agreed to send a list of potential exhibitor contacts for our committee to use.

We are considering some special exhibit or activity to draw participants to the exhibits. Barry Foushee is helping with a contact to the Petty organization to see if we can possibly have a race car on display. A secondary idea would be something like an ice cream social one afternoon.

 

Decorations

No report at this time. We will likely have much to report until much closer to the event.

Note To Committee Chairs: If you are in charge of an event that you know will need decorations, please send me a note so that I can go ahead and get your event on my list so we have an idea of what we need to do. It is not too early.

 

Kathy needs to know by February 2008 what your sign needs are.

The signage committee does not have anything to report at this time. Notes were made of the types of signs that were used at the 2006 meeting in Cincinnati.

It will be our committee’s responsibility to make sure the other committee’s have the signs, posters, and banners they need. Each committee is asked to begin looking now at what your signage needs will be for the 2008 meeting.

 

 

Door Prizes

Still exploring the possibility of Dell donation computers for Computer Room then give away as door prizes.

 

Fred made comments from the National Board. He stated that because of possible potential new programs that changing the program as we had talked about may not be possible.

Kelly Harrell with the Koury Convention Center gave the group a tour of the facilities so we had a better idea of what we had available with the convention center.

 

Next meeting will be Conference call on November 21st at 8:30 a.m.

 

 

Respectively Submitted,

 

Barry S. Foushee

Secretary

2008 AM/PIC Planning Committee

 

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